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HRGames Volunteer Position Descriptions

    
 

HRGames Volunteer Position Descriptions

Descriptions are provided for the following volunteer positions and can be found in the HRGames Manual:

COMPETITION DIRECTOR
VOLUNTEER COORDINATOR

QUESTION COORDINATOR

SENIOR JUDGE
 

PRESENTER
SCOREKEEPER

TIMEKEEPER

MATRIX MANAGER

COMPETITION DIRECTOR

Position Description:

 
The competition director will be responsible for recruiting student teams and officials from throughout the state/region to present a quality, challenging, educational and enjoyable academic competition for HRM students.

Specific Duties:

  1. Work with state and/or regional HRGames coordinator and SHRM regional director to determine date and location for competition, six to 12 months in advance.
  2. Communicate event details to chapter advisors, SHRM student chapters, SHRM Student Programs Manager, SHRM professional chapters, and other stakeholders beginning five to six months in advance. Communication should include: date, place and description of event, who to contact for more information, and entry form.
  3. Guarantee availability of adequate facilities for the event.
  4. Ensure availability of adequate dining facilities for pre-event reception/dinner and post-event award banquet, if applicable. Confirm restaurant reservations and numbers attending approximately two days in advance of event. Ensure food for event breakfast and lunch are delivered on time.
  5. Solicit sponsorships or appoint a sponsorship chair to coordinate. Suggested sponsors include: general employment agencies, university bookstores, agencies specializing in HR jobs, and universities recruiting HRM graduate students.
  6. Verify that question coordinator has requested questions from SHRM and has made the correct number of copies.
  7. Ensure the timely availability of all necessary training materials for the question coordinator, senior judge(s), judges, presenters, scorekeepers, timekeepers and matrix managers.
  8. Prepare material to be sent to student entrants including schedule, map, address and phone number of restaurants, and hotel information.
  9. Organize participant packet including welcoming letters from host school, hosting state council or chapter, participant list, competition schedule, "those who made it possible" list, Collegiality Award ballot. Ensure material is distributed at pre-event dinner/reception and/or event.
  10. Deposit all event income in HRGames bank account as received. Withdraw funds based on expenses.
  11. Coordinate preparation of recognition and appreciation certificates for participants and volunteers. Required are three each for first through third places and for Most Congenial team.
  12. Work with volunteer coordinator to ensure there are enough volunteers for the entire competition.
  13. Ensure registration material (name tags, participant lists, volunteers lists, facilities floor plan, room assignments for round competitions, and training room locations) is prepared and on-site for event.
  14. Ensure feedback to improve event questions is provided to SHRM and that question coordinator is on-site to distribute sets of questions for each round.
  15. Provide senior judge with a copy of the SHRM Learning System study materials and/or general HR textbooks for reference in evaluating challenges.
  16. Host pre-event and post-event dinner presentations including welcome, introductions, mock competition for practice, and awards, if applicable.
  17. Prior to beginning of competition, ensure that all competition rooms are properly set up for the events. This includes, but is not limited to, items such as: tables, chairs, pens, matrix, overhead, score sheets and bells.
  18. Work with volunteer coordinator to assign volunteers to competition rooms for all rounds.
  19. Assign competing teams to competition rooms on a round-by-round basis. You may wish to prepare competition schedules that are plus/minus several teams just in case some of your teams cancel at the last minute. (For example, if you are expecting 10 teams, prepare competition schedules in advance for eight, nine, 10, 11 or 12 teams. You'll be glad you did!)
  20. Assist question coordinator in tracking and reporting results and determining which teams advance as the competition progresses.
  21. After competition, compile final event statistics, such as number of teams participating, winners and budget numbers. It is imperative that you submit these to SHRM on the HRGames report form. Keep copy of information for use by the next competition director.
  22. Be sure to submit a list of all HRGames players to SHRM Student Programs in order to assist in participant tracking and for recognition.

VOLUNTEER COORDINATOR

Position Description:


The volunteer coordinator is responsible for obtaining and training HRGames volunteers as well as working with the competition director to recognize those individuals. This individual is responsible for planning and conducting the volunteer training session.

Specific Duties:

  1. Four to six months before the event, distribute event notices and volunteer sign-up sheets to state/regional council and local SHRM chapters. Prepare article for SHRM chapter/state/regional publications announcing event and soliciting volunteers.
  2. Recruit, select and guide volunteers to coordinate facilities, room setup, food, questions and volunteer training. Plan to have extra volunteers-not all of them will show up on the day of the competition and you don't want to be short-handed.
  3. Send letter to volunteers confirming their position, the time they should report and their commitment to participate in the event. Include schedule of events and locations. Reinforce the importance of notifying event officials prior to event if unable to attend.
  4. Contact each volunteer, by phone, one week in advance of the games to confirm his or her participation. Replace last-minute no-show volunteer officials with available individuals prior to start of the event.
  5. Prepare materials and conduct or coordinate on-site volunteer training sessions.
  6. Coordinate with the competition director to acknowledge volunteers and provide appropriate recognition.
  7. Send thank you notes to volunteers after the event.

QUESTION COORDINATOR

Position Description:


The question coordinator is responsible for ensuring security for all competition questions. The question coordinator is responsible for attending the volunteer training meeting, distributing questions to the judges for each round, and collecting previous round's questions.

Specific Duties (to be done in advance of the competition):

  1. Request questions from SHRM Student Programs Manager (see question request letter, p. 49).
  2. Photocopy two sets of questions for each room for each round.
  3. Make transparency copy of each game board for each room for each round.
  4. Make copies of score sheets (one for each room for each round).
  5. Prepare packet for each room/each round to include two sets of questions, one transparency for each of the game boards and score sheets for that round.
  6. Verify that each envelope contains two copies of the questions.
  7. Seal the envelope and label with round and room number.

Specific Duties (to be done at the competition):

  1. Arrive at competition at least 30 minutes before rounds are scheduled to begin.
  2. Introduce yourself to other volunteers.
  3. Keep questions in your possession at all times except when they are in use during a round.
  4. Make sure you have a copy of the team schedule.
  5. Attend volunteer training session before competition.
  6. Distribute "round one question packets" to the judges at the training meeting.
  7. Remind judges that they are responsible for security of the questions.
  8. Inform the judges where they should return and pick up questions after each round.
  9. Remind judges, if there are problems with questions/answers, to write their comments and suggestions for improvements on the question sheets.
  10. Be sure that all question sheets are returned to you and accounted for.
  11. After competition, consolidate all comments for question improvement and return them to the competition director so they can be sent to the SHRM Student Programs Manager.
  12. Destroy all remaining question sheets once the competition is over.
  13. Record and post scores/win-loss records after each round.
  14. Determine competition/team advancement using procedures on page 11 of the Manual.

SENIOR JUDGE

Senior judges must be SPHR certified.

Position Description:

The senior judge will be responsible for making final determinations on questions, rules or procedures that have been challenged during competition rounds. The competition director will provide a copy of the SHRM Learning System study materials and/or general HR textbooks to be used when evaluating challenges. This volunteer is responsible for attending the training session.

Specific Duties:

  1. Review the official HRGames competition rules prior to the event.
  2. Arrive at competition at least 15 minutes before your training meeting begins.
  3. Introduce yourself to other volunteers.
  4. Find a location that is easily accessible to all competition rooms and set up your materials there. You will stay there at all times while matches are being played.
  5. When there is a challenge during a competition, the room judge will verify the answer that was given and the clock will stop. The judge will then leave the room and go to the senior judge for a final ruling on the question or procedure.
  6. If the senior judge(s) decide that the answer is incorrect, tell the room judge to verify that the scorekeeper has entered minus points to the appropriate team.
  7. If the senior judge(s) decide that the answer is correct, tell the room judge to verify that the scorekeeper has entered the correct points to the appropriate team.
  8. ALL rulings by senior judge(s) are final.  

Challenge Procedures
(Provide copies to all judges and presenters.)

  1. Each team has the right to challenge and appeal a question they answer that is ruled incorrect, or any question the opposing team answers that is ruled correct. Teams may not challenge questions in which neither team has rung in or attempted to answer.
  2. A challenge may take place beforeor afterthe correct answer is revealed; however, a question may only be challenged before a new category/question has been selected.
  3. Only members of the competing teams may challenge a question, not coaches or audience members, and the question must be challenged before a new question has been selected.
  4. At the time of the challenge, the 30-minute time clock is stopped.
  5. The judge should verify the answer the team has given and ask the challenging team to give a brief explanation of their challenge.
  6. The judge then takes the question/answer sheet and leaves the room to confer with the senior judge(s).
  7. Note all possible answers or specific problems with the question on the question/answer sheet to aid in future question improvements.
  8. After the senior judge has made a decision, return to the room and announce that the question has been ruled either "correct" or "incorrect." (Avoid saying that the senior judge "agreed/disagreed with my ruling.")
  9. If the challenge takes place before the other team rings in and gives an answer the following outcomes are possible:
  10. a. The senior judge(s) rule the challenging team's answer to be correct. They are awarded the points previously deducted and play continues as normal.

    b. The senior judge(s) rule their answer incorrect. Do not give the reasoning behind the senior judge's decision until team "B" has the opportunity to answer. The correct answer is not revealed and the opposing team has the opportunity to ring in and answer. 

    10. If the challenge takes place after both teams have rung in and answered, where team "A"'s answer is ruled incorrect, team "B"'s answer is ruled correct, and team "A" challenges:

a. If the senior judge(s) rule that the answer given by team "A" is correct, both teams will receive points as having given a correct answer for the question.

b. If the senior judge(s) rule that the answer given by team "A" is incorrect, the point deduction stands.

11.  All rulings by senior judges are final.

12. Each team is limited to five challenges per match.

    PRESENTER

    Position Description:


    The presenter (also known as the emcee) will be responsible for facilitating each round, starting on time, reviewing rules/regulations, reading questions for each round, and enforcing official HRGames rules. This volunteer is responsible for attending the training session.

    Specific Duties for Presenters:

    1. Arrive at competition at least 15 minutes before your training meeting begins and introduce yourself to other volunteers.
    2. Prior to the start of the match, verify that your room has all the necessary volunteers: judge, scorekeeper, timekeeper and matrix manager. If any are missing, contact the volunteer coordinator for additional assistance.
    3. Make sure volunteers have the questions, game boards and supplies for the round. Be sure you have a coin for use during the coin toss.
    4. Introduce yourself to volunteers and note their names and positions. Be sure to clearly indicate the team name as some schools may have more than one team participating in the competition.
    5. At appointed time, begin the match by introducing yourself and the other volunteers to the teams and the audience. Introduce teams to audience.
    6. Read aloud the attached announcements and rules prior to each match.
    7. Toss the coin. The team to the presenter's right should make the call. Ask the winning team to choose the first category and points.
    8. Once the selection has been made, ask the timekeeper to start the 30-minute clock.
    9. Locate the appropriate question. Repeat the category and points to verify that you are reading the right question. Read the question once, pause, and then read it again SLOWLY.
    10. If a team rings in while you are reading a question, stop reading and call on them for an answer.
    11. If both teams ring in at the same time, consult with the judge and other volunteers to determine who rang in first. If this cannot be determined, you may choose to throw out the question; however, this should be done infrequently and only as a last resort.
    12. Always acknowledge the team that rang in first before allowing a team to give an answer.
    13. When an answer is given, the judge will announce whether it is correct or incorrect. Judges may accept answers that are different from those on the paper if they believe them to be correct.
    14. If the question is answered correctly, announce the score as follows, "California State University. 500 points." Make sure the scorekeeper records the points.
    15. If the question is answered incorrectly, announce the score as follows: "University of Texas minus 500 points." Make sure the scorekeeper subtracts the points. Do not announce the correct answer until the opposing team has had an opportunity to answer the question.
    16. Ask the opposing team if they wish to answer the question. They will have five seconds to provide an answer.
    17. After the opposing team answers or passes on the question, the emcee/presenter should read the correct answer (if both teams pass), and then a new question is selected by the team that gave the last correct answer.
    18. Each team has the right to challenge (appeal) a question that they answered incorrectly, or that the other team answered correctly.
    19. Only members of the competing teams may challenge a question, not coaches or audience members, and the question must be challenged before a new question has been selected.
    20. At the time of the challenge, you should ask the timekeeper to stop the 30-minute time clock. The clock should be restarted after the judge has announced the final decision.
    21. When the timekeeper has called the final 30-minute time for the round, stop the match. For answers to be counted, they must have been voiced before the time was called.
    22. Ask the scorekeeper to announce the scores of both teams.
    23. Congratulate both teams for participating.
    24. Return your set of questions to the judge and remind the judge to verify the scores and to return all materials to the question coordinator.

    HRGAMES PRESENTER ANNOUNCEMENTS AND RULES

    Read aloud the following announcements prior to the start of everymatch:

    • To ensure the fairness and integrity of the HRGames, spectators and coaches are not permitted to talk, discuss answers or signal team members during the competition.
    • No one in the room including the team members, coaches or audience may take notes or use any recording devices.
    •  If any of the volunteers suspect that security has been reached we will stop the competition and ask those individuals to leave.
    • The audience should remain quiet during the competition; however, we encourage you to applaud for correct answers.
    • Advisors and coaches are not permitted to challenge questions during the rounds or to participate in the judges' review of appealed questions. Anyone doing this will be asked to leave the match.
    • Please turn off all cell phones and pagers.
    • Spectators and participants have a responsibility to practice good sportsmanship and to treat all competitors with respect and courtesy.

    Read aloud the following procedures prior to the start of the first round. For subsequent rounds, ask the teams if they would like the procedures read again.

    • We will start with a coin toss. The team on my right will call "heads" or "tails."
    • Once the toss is made, the winning team will choose the first question.
    • We have 30 minutes of playing time in the round.
    • There will be two game boards in this match, each with five categories. The first game board will have point values of 100, 300, 500, 700 and 900 points. The second board will contain point values of 200, 400, 600, 800 and 1000.
    • Each question can be read only twice. If a team rings in before the question has been read twice and answers incorrectly, the question may be repeated for the opposing team.
    • The timekeeper will begin clocking 15 seconds after the question has been read twice.
    • If neither team rings in within 15 seconds, the team who got the last correct answer selects the next question.
    • If a question is read and neither team wants to ring in and answer, both teams may say "pass" and the time will stop and a new question will be selected.
    • Answers to questions will be read by the judge only after each team has had a chance to answer or both teams elect to "pass."
    • If a team rings the bell, the timekeeper will begin clocking five seconds for that team to answer the question. If the team who rang the bell answers incorrectly, the opposing team may have five seconds to answer the question.
    • After ringing in, teams should wait until the presenter calls on them before answering a question.
    • Each team has the right to challenge up to five times per match if they disagree with the judge's ruling. At this point the timekeeper will stop the clock. The judge will then leave the room to confer with the senior judge. ALL rulings by senior judges are final.
    • Each team has the right to ask for time and score up to two times per match. The 30-minute clock will NOT be stopped while scores and times are announced.
    • The 30-minute clock will, however, be stopped for no more than five minutes between the first and second part of the round. This will allow the matrix manager to change transparencies (game boards) and players a chance to stretch. No players will be allowed to exit the room at this time.
    • The HRGames competition exists to promote human resource education, the value of the PHR certification exam, and interaction among students and professionals. Although winning is important, the primary objective is to promote the educational development of student members.

    Ask if participants have any questions before continuing.

    If there are no questions, wish the teams good luck and start the match.

    SCOREKEEPER

    This position may be filled by a student not affiliated with either competing team. It is not recommended that you combine this position with any other volunteer role.

    Position Description:
    The scorekeeper will keep a running tally of scores during each competition and submit final scores to the judge to be returned to the question coordinator. This volunteer is responsible for attending the training session.

    Specific Duties:

    1. Arrive at competition at least 15 minutes before your training meeting begins.
    2. Introduce yourself to other volunteers.
    3. Attend training meeting and obtain scorekeeper materials (HRGames score sheet, a team schedule, calculator and a pen). These materials may already be located in the competition rooms.
    4. Complete the top section of the score sheet (round, scorekeeper's name and teams competing) prior to the start of each match.
    5. Track scores of both teams in the appropriate columns during the competition as well as question category and point values.
    6. Points are added for each correct answer and deducted for each incorrect answer.
    7. 7. As time allows, post a running score periodically on the white board or flip chart.
    8. 8. Each team has the right to ask for time and score up to two times per match. The 30-minute clock should NOT be stopped while scores and times are announced.
    9. 9. Total the scores for each team at the end of each round.
    10. 10. Announce the scores of both teams at the end of the round.
    11. 11. Make sure the judge verifies scores. Both the scorekeeper and judge must sign the score sheet.
    12. 12. Give the score sheet to the judge to return to the question coordinator.

    TIMEKEEPER

    This position may be filled by a student not affiliated with either competing team. It is not recommended that you combine this position with any other volunteer role.

    Position Description:
    Volunteer will be responsible for keeping time during each round in accordance with HRGames rules. This volunteer is responsible for attending the training session.

    Specific Duties:

    1. Arrive at competition at least 15 minutes before your training meeting begins and introduce yourself to other volunteers.
    2. Make sure you have a stopwatch or timer, a team schedule and a pen. These materials may already be located in the competition rooms.
    3. Practice using the stopwatch or timer until you feel comfortable.
    4. There is a maximum of 30 minutes actual playing time in each match. Start the 30-minute countdown when directed by the presenter.
    5. The 30-minute clock will be stopped for a maximum of five minutes between the first and second part of the round to allow the matrix manager time to change transparencies (game boards) and players a chance to stretch.
    6. Begin tracking the 15-second countdown after presenter has repeated the question twice. Call "time" if neither team rings in to answer the question in time.
    7. After a team rings the bell, they have five seconds to answer the question. If the team who rang in does not begin to answer the question after five seconds, call "time."
    8. If the first team to ring the bell answers the question incorrectly, the presenter will ask the opposing team if they wish to answer the question or pass.
    9. The opposing team will have five seconds to answer the question. Call "time" if they have not started their answer at the end of five seconds.
    10. If either team challenges a question, the presenter will ask you to stop the 30-minute clock. You should restart the clock as directed by the presenter, after the judge returns and announces the final decision on the challenge.
    11. Note on the white board or flip chart when there are 15 minutes, 10 minutes, five minutes and two minutes remaining in the match.
    12. Each team has the right to ask for time and score up to two times per match. The 30-minute clock should NOT be stopped while scores and times are announced.
    13. Call "time-match completed" when the 30-minute clock runs out.

    MATRIX MANAGER

    This position may be filled by a student not affiliated with either competing team.

    Position Description:


    The matrix manager will be responsible for blocking out categories and points on the matrix board for each round. This volunteer is responsible for attending the training session.

    Specific Duties:

    1. Arrive at competition at least 15 minutes before your training meeting begins.
    2. 2. Introduce yourself to other volunteers.
    3. 3. Find your assigned room and make sure the room is equipped with an overhead projector and an overhead projector marker.
    4. 4. The judge will provide an overhead transparency with the question matrix before the round begins.
    5. 5. Stand or sit next to the overhead projector.
    6. 6. When the match starts, the first team will select a category and point value (for example, "Labor Relations for 500"). Each category and matching points can be selected only once.
    7. 7. The presenter should verify the category and point value the team has chosen and will then read the question.
    8. 8. Draw one line (one half of an "X") through that category's point value as it is selected.
    9. 9. When the question is completed and the teams have answered, draw a second line through the box to make a full "X." This indicates that the question may not be selected again.
    10. 10. At the conclusion of the match, give the matrix transparency back to the judge to return to the question coordinator.
    11. 11. The matrix for each new round will be in the question packet brought back to the room by the judge.
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